Running a PTA is not an easy job, and managing your volunteers effectively is one of the hardest parts. As a PTA leader, you can do everything you can to make your volunteering for your PTA a pleasant experienceand thank your volunteerswhen they’re done, and still sometimes struggle with that volunteer who doesn’t get the job done when they said that they would. Here are five tips to help you get your volunteers to follow through.
- Create the plan together.We often come up with a plan for an event, break down the tasks, and then ask for folks to sign up for specific jobs. That approach can work for events that your PTA has been doing for a long time where you know what jobs need to be done. When trying something new, however, include many of your potential volunteers in developing the plan. Doing so helps everyone feel they have a stake in the event’s success. Even your long-time events could benefit from this treatment every few years to keep the event from getting stale.
- Break down the tasks to provide small wins.When you’re creating your plan, be sure that there are several milestones along the way that your team can celebrate. Those small wins help a group learn to work together, and the little victories along the way help to reenergize everyone and prevent burnout. Be sure to provide micro-volunteering opportunities for those who don’t have a lot of time available but want to help.
- Set clear deadlines and track your progress.Now that you’ve created your plan and broken down the tasks, have those handling each task set a specific deadline for themselves (within the time requirements for steps that depend on that task being completed first) so that they own it. Deadlines should be as specific as possible—not “the first week in May” but “May 3” or even “May 3 by 5pm.” If someone misses a deadline, follow up with them immediately to see if they are waiting on information from someone else, need some support or assistance, and have a new deadline for when the task will be done.
- Have everyone partner up.People tend to follow through more when they know that someone else is there to help them pick up the slack if life makes it difficult to get a job done and that they’ve got someone else’s back as well. Having folks pair up on tasks makes it less likely the ball will get dropped.
- It’s okay to fire a volunteer.We all feel grateful that people are giving their time to our PTA and understand that sometimes life gets busy in ways you didn’t expect. But a volunteer that is unreliable or isn’t following through does no one any good. Yes, they’re good people (maybe even one of your best friends) or they’re just really busy, but these days, we are all really busy. It’s okay to send an e-mail saying, “Hey, I saw you missed the last two deadlines for [task]. As you know from our plan, if we don’t have [task] done by [deadline], [these other people] can’t do their [other tasks]. If it doesn’t look like you’ll be able to get this done by [deadline], please let me know so we can take this off your plate. Thanks!” And if the deadline is missed, follow up with “Since you’ve missed the second deadline for [task], I’m going to assume you are no longer wish to be part of making [event] happen. Please let me know if this is not the case, and I’ll add you back into our group communications. Thank you so much for the time, talent, and ideas you’ve shared up to this point. Our PTA appreciates the work you’ve done.”
Remember that your role as a PTA leader is to help your volunteers be successful. It’s not about your title or you looking good. If you focus on their success, then you will look good.